S02 36C25226Q0180_1.docx

36C25226Q0180

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C25226Q0180 05-28-2026 Carrie DeSwarte 414-844-4845 06-10-2026 13:00

CT

36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 South 84th Street, Suite 101

Milwaukee WI 53214-1476

X

624229 $19 Million

N/A

36C578 Department of Veterans Affairs Edward Hines, Jr. VA Hospital 5000 South 5th Avenue

Hines IL 60141-1457 36C252 Department of Veterans Affairs Great Lakes Acquisition Center 115 South 84th Street, Suite 101

Milwaukee WI 53214-1476

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-9971

Contractor to provide Contracted Residential Services

- Medical Respite (CRS-MR) for veteran beneficiaries of the Edward Hines, Jr. VA Hospital in accordance with the specifications, terms, and conditions contained herein.

x one

Carrie DeSwarte Contracting Officer

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

36C25226Q0180

Page 1 of Page 1 of

B.1 CONTRACT ADMINISTRATION DATA

CONTRACT ADMINISTRATION: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR’S NAME/ADDRESS/CITY-STATE-ZIP (please print or type):

Point of Contact/Title: ______________________________________ Telephone Number: ______________________________________ Fax Number: ______________________________________ Email Address: ______________________________________ SAM Unique Entity Identifier (UEI): ______________________________________ Federal Tax Identification Number: ______________________________________

b. Contractor’s CPARS Point of Contact:

Name and Title: ______________________________________ Telephone Number: ______________________________________ Email: ______________________________________

c. GOVERNMENT:

Carrie DeSwarte, Contracting Officer (CO) Department of Veterans Affairs Great Lakes Acquisition Center (GLAC/36C252) 115 South 84th Street, Suite 101 Milwaukee, WI 53214-1476

Telephone: (414) 844-4845 Email: carrie.deswarte@va.gov

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with Revolutionary FAR Overhaul (RFO) Federal Acquisition Regulation (FAR) Clause 52.232-33, Payment by Electronic Funds Transfer--System for Award Management (31 U.S.C. 3332).

3. VENDOR ELECTRONIC INVOICES SUBMISSION METHODS: Invoices will be electronically submitted to the Tungsten website at https://us.tungsten-network.com/ by the tenth (10th) of the following month services were performed. The Tungsten direct vendor support number is 877-489-6135. The VA-FSC pays all associated transaction fees. During Implementation (technical set-up) Tungsten will confirm your Taxpayer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. To successfully submit an invoice to VA-FSC, please review “How to Create an Invoice” within the how to guides. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or COR). Payment will only be made for actual services rendered. Payments shall be made monthly in arrears. The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. The contractor shall be reimbursed upon receipt of a proper invoice. For additional information, please contact:

Tungsten Support Phone: 1-877-489-6135 Website: https://www.tungstenautomation.com/

Department of Veterans Affairs Financial Service Center Phone: 1-877-353-9791 / Website: https://www.fsc.va.gov/einvoice.asp

4. INVOICES/BILLING:

The Contracting Officer will provide the contractor with an obligation number for billing purposes. Invoices will be paid monthly in arrears upon receipt of properly prepared invoices. Contractor shall submit a detailed invoice for pre-approval to the COR by the 5th day of the following month that services were provided. The invoice shall be a summary of charges including all information below. At no time may an invoice be submitted to Tungsten for payment until the COR has approved the invoice and the dollar amount.

· Contract number

· Obligation number

· Name & address of contractor

· Contractor invoice number

· VA facility (customer) name

· Dates for which the invoice covers (i.e., 1/1/XXXX – 1/31/XXXX)

· Description of Services provided (CRS)

· Veteran beneficiary (ID) number

· Veteran admission date

· Veteran discharge date

· Total number of days veteran stayed

· Unit Price (per bed night)

· Total charge per veteran per placement

· Total invoice amount

· Payment discount terms, if applicable

Under no circumstances shall protected patient information (name, SSN, date of birth, address, etc.) be included on the invoices. Contractor shall only bill the VA for Veterans who are actively residing at the contractor’s facility.

5. PAYMENTS: This contract will utilize daily per diem rates to reimburse the contractor for services performed. The daily per diem rate includes the eligible Veteran’s exclusive use of a Contracted Residential Services (CRS) Medical Respite (MR) bed and supportive services received for each night the Veteran resides at the contractor’s facility. The duration of the veteran’s stay, referred to as “length of stay (LOS)” or “bed nights of care” begins on the day of admission and ends on the day of discharge. Unless specifically excluded in this contract, the daily per diem rate established in the Price Schedule will include all services listed herein and all services or supplies normally provided to other clients by the facility, without extra charge. It is the Contractor’s responsibility to have appropriate systems in place for verification of services and payments, as well as to justify billed charges.

The VA agrees to make payments to the contractor, monthly in arrears, for services received by VA veteran beneficiaries, upon the receipt of a properly prepared invoice submitted by the contractor, with the exceptions noted below.

· The VA will only pay the daily per diem rate for eligible Veterans (i.e., Veterans whom VA refers to the Contractor, or for whom VA authorizes the provision of services). This determination is made by the VA facility.

· The VA will not pay per diem rate for beds that are used by more than one person at a time, such as in shifts.

· The VA will not pay per diem rate for Veterans whose length of stay exceeds 180 days from the date of admission without prior approval from the Contracting Officer.

· The VA will not pay for the day the Veteran is discharged, unless the Veteran is discharged on the same day as admission.

Payments made by the VA under this contract shall constitute the total cost of services provided by the contractor. The contractor hereby agrees; that in no event, shall contractor bill, charge, collect a deposit from, seek compensation, remuneration, or reimbursement from, or have any recourse against the beneficiary, the beneficiary’s family, private insurer, Medicare or any other entity acting on the beneficiary’s behalf, for services provided pursuant to this contract. Billings rendered by the contractor to the VA for services furnished a VA beneficiary under the terms of this contract shall be billings in full. This provision shall survive the termination or ending of the contract.

6. SUBCONTRACTORS: Any subcontractor utilized by the Contractor for the provision of services required under this contract must meet the same qualifications as specified herein for the Contractor. A subcontracting plan is required in accordance with Federal Acquisition Regulation 19. Any proposed subcontracting plan must be submitted. The VA’s current departmental goals are:

9. ADDITIONAL CONTRACTOR INFORMATION:

Answer the following statements.

● CONTRACTOR ACCREDITED BY JOINT COMMISSION/CARF:

● CONTRACTOR CONSIDERS ITSELF AS A HEALTHCARE PROVIDER AND COMPLIES WITH ALL HIPAA REQUIREMENTS AS NORMAL BUSINESS PRACTICE:

YES____ NO______

[End of Contract Administration]

B.2 SCHEDULE OF SERVICES AND PRICE

Authority: This procurement is being conducted under the authority of Title 38 U.S.C. 2031 – General Treatment and 38 U.S.C. 2033 – Additional Services at Certain Locations in accordance with RFO FAR 12 - Acquisition of Commercial Products and Commercial Services. Contractor shall provide services in accordance with the terms and conditions contained herein.

Purpose: Contractor shall provide Contracted Residential Services (CRS) Medical Respite (MR) Care services for beneficiaries of the Edward Hines, Jr. VA Hospital (Hines VA), 5000 South 5th Avenue, Hines, IL 60141 in accordance with the terms, conditions as specified herein. Services shall be provided offsite at the Contractor’s facility.

Contract/Ordering Period: The resultant contract shall consist of a five-year ordering period, Indefinite Delivery – Indefinite Quantity (IDIQ).

General Ordering Authority & Process: An order against this contract is made when a Veteran is referred by the VA for placement into the CRS-Medical Respite Care Program and the admission process is completed by the Contractor. Orders will be placed via an approved VA placement form that is signed by an authorized VA individual and provided to the Contractor either by email or hard copy by the VA or Veteran. A list of individuals who are authorized to make Veteran placements under this contract will be provided to the Contractor after award, at any time by request to the Contracting Officer, or if changes in the authorized individuals are made by the VA.

Ordering Officers (OOs) may be authorized to place orders against this contract. If used, the Contracting Officer (CO) will furnish the Contractor with the names of individuals authorized as OOs, by separate memorandum. When OOs are added after award, the CO will furnish the Contractor with the names of individuals authorized as OOs, by memorandum upon OO appointment. OOs are responsible for issuing and administering orders placed under this contract. OOs have no authority to modify any term of this basic contract. Any deviation from the terms of the basic contract must be approved in writing by the CO responsible for this contract. The Contractor shall accept orders against this contract only from the CO and/or authorized OOs. Fulfilling orders from persons other than the CO or OO may result in loss or delay in payment for supplies/services provided under such orders

Government’s Minimum Quantity: The awarded contract will be a Fixed (unit) price, Indefinite Delivery, Indefinite Quantity contract. The VA attempts to be as accurate as possible when providing estimated quantities; however, actual quantities may vary from quantities as listed in the Price Schedule. The Government’s guaranteed minimum to be ordered during the fiscal year in which the contract is awarded is $350,000.00. The VA does not guarantee that it will place any orders under this contract more than the guaranteed minimum award amount.

Basis for Award: One award will be made to the offeror whose quote represents the best value to the Government considering price, experience and non-price factors as listed in clause RFO 52.212-2 Evaluation-Commercial Items. Contract will be fixed (unit) price by Line Item Number (LIN).

Pricing Instructions: The Contractor must complete the PRICE SCHEDULE that follows for each LIN for all ordering periods.

PRICE SCHEDULE:

Year 1: Data of Award for One Year

PER DIEM RATE

ESTIMATED

TOTAL

Year 2: One Year from the End of Year 1

PER DIEM RATE

ESTIMATED

Year 3: One Year from the End of Year 2

PER DIEM RATE

ESTIMATED

Year 4: One Year from the End of Year 3

PER DIEM RATE

ESTIMATED

Year 5: One Year from the End of Year 4

PER DIEM RATE

ESTIMATED

Estimated Total Contract Value: __________

[End of Schedule of Services and Price]

B.3 DEFINITIONS

The following terms may be used throughout this document and/or may be used by VA personnel when discussing services relating to this contract and other homeless programs offered by VA.

a. Health Care for Homeless Veterans Program. The Health Care for Homeless Veterans (HCHV) program is an essential and critical part of VHA, providing a gateway to VA and community-based supportive services for eligible Veterans who are homeless. HCHV programs provide outreach services; care, treatment, and rehabilitative services, including case management services; and therapeutic transitional housing assistance under 38 U.S.C. 2032 in conjunction with Work Therapy under 38 U.S.C. 1718. The program uses Contracted Residential Services in community locations to engage homeless Veterans who have been underserved. Many of these Veterans would benefit from mental health and Substance Use Disorder (SUD) treatment but will not avail themselves of these services without the encouragement of Outreach Workers.

b. Homeless. The HCHV Program follows the definition of “homeless” in 38 U.S.C. 2002(1) and section 103(a) of the McKinney-Vento Homeless Assistance Act, 42 U.S.C. 11302(a). NOTE: The term “homeless" or "homeless individual" does not include any individual imprisoned or otherwise detained pursuant to an Act of Congress or a state law.

c. Chronically Homeless. The HCHV program follows the Federal definition of the term “chronically homeless” from section 401 of the McKinney-Vento Homeless Assistance Act, 42 U.S.C. § 11360.

d. Substance Use Disorder Specialist. The Substance Use Disorder (SUD) Specialist is a professional with a Master’s degree and an independent license, who is responsible for providing expertise on SUDs to the HCHV and HUD-Veterans Affairs Supportive Housing (HUD-VASH) teams, to other providers within the medical facility, and in the community. The SUD Specialist also provides assessments and treatment to certain high-risk, substance-using homeless Veterans.

e. Homeless Operations Management and Evaluation System. The Homeless Operations Management and Evaluation System (HOMES) is an online data collection system that tracks homeless Veterans as they move through VA’s Homeless Programs. The system streamlines data collection processes and facilitates communication between VA homeless program staff and leadership on the local, regional, and national levels. By providing a centralized data collection system, HOMES enables VA to efficiently and effectively collect, manage and access homeless Veteran data. Historically, when a Veteran entered a new VA homeless program or episode of care, homeless program staff would re-enter Veteran data into a program-specific system resulting in duplicated data across separate homeless program systems. Further, these systems did not share information about the Veteran and the care received. HOMES allows for single entry of Veteran data and satisfies program operations, management, and evaluation requirements. Any entry into the system is available to all homeless staff across all Veteran Integrated Service Networks (VISN). HOMES is designed so that critical data elements are compatible with HUD’s Homeless Management Information System (HMIS), allowing VA and HUD to meet the goals of integrating community and VA data into a single registry.

f. Homeless Management Information System. The Homeless Management Information System (HMIS) is a computerized data collection tool specifically designed to capture client‐level information over time on the characteristics and service needs of men, women, and children experiencing homelessness and the services provided to them. HMIS implementations can encompass geographic areas ranging from a single county to an entire state and are administered locally within the community (Continuum of Care) by one lead agency that is responsible for standards and privacy compliance, as well as HUD reporting and other further required aggregate reporting.

g. Community Resource and Referral Centers. Community Resource and Referral Centers (CRRC) are VA-funded and operated outreach centers that provide outreach and referrals for Veterans who are homeless or at risk of being homeless and enhance community partnerships.

h. Medical Respite. Medical Respite refers to acute and post-acute medical care provided for homeless persons who are too ill or frail to recover from a physical illness or injury independently, but who are not ill enough to be in a hospital. Unlike “respite” for caregivers, “medical respite” is short-term residential care that allows homeless individuals the opportunity to rest in a safe environment while accessing medical care and other supportive services.

i. Supportive Services for Veteran Families. The Supportive Services for Veterans Families (SSVF) Program provides supportive services grants to private non-profit organizations and consumer cooperatives to coordinate and provide supportive services to Veterans and their families who meet the eligibility requirements to prevent and assist veterans from being homeless.

j. Community Homelessness Assessment, Local Education and Network Groups. The Community Homelessness Assessment, Local Education and Network Groups (CHALENG) Program enhances the continuum of care for Veterans experiencing homelessness. Each VA medical facility is required to participate in CHALENG and to collaborate with the community, State and Federal partners and stakeholders, and Veterans Service Organizations (VSO) to identify needs of local Veterans who are homeless. Homeless and formerly homeless Veterans also provide input regarding gaps in services. These needs are then reported through a national survey. The results are reported to the VA Secretary and are used to help guide future Homeless Program priorities and services.

k. Recovery Model. The Recovery Model is centered on the belief that it is possible for homeless Veterans with mental health conditions to re-establish normal roles in the community. The recovery model fully supports community integration and improved quality of life for Veterans who have been diagnosed with a serious mental health condition that impairs their ability to lead meaningful lives. Within this model, psychiatric rehabilitation services are collaborative and encourage the Veteran’s self-determination.

l. Stand Downs. Stand Downs are events held by community agencies in partnership with VA in an effort to reach out and provide services to homeless Veterans. Stand Downs are typically 1 to 3 day events. The range of services can include food, shelter, clothing, health screenings, dental services, legal services, VA and Social Security benefits counseling, and referrals to a variety of other necessary services, such as housing, employment and SUD treatment. HCHV Program staff may serve as the local VA facility point of contact (POC) for these events. POCs assist in coordinating the involvement of other VA staff members and outlining their roles in supporting Stand Downs.

m. State. “State” has the meaning given in 38 U.S.C. 101(20).

n. Supportive Housing. Supportive Housing is a combination of housing and services intended as a cost-effective way to help people live more stable, productive lives. Supportive housing is widely believed to work well for those who face the most complex challenges—individuals confronted with homelessness and who also have very low incomes and/or serious, persistent health issues. Supportive housing can be coupled with social services such as job training, life skills training, alcohol and drug abuse programs, community support services, and case management. Supportive housing is intended to be an efficient, pragmatic solution that improves quality of life and, to the extent feasible, reduces the overall cost of care.

o. Supportive Services. Supportive Services encompass a range of services that assist an individual in the transition from the streets or shelters into permanent or permanent supportive housing and to assist persons with living successfully in housing. Examples of supportive services include, but are not limited to, assistance in securing permanent housing; vocational assistance, including mentoring and coaching as well as job placement; income assistance and financial planning; relapse prevention; and social and recreational activities.

p. Quality Assurance Surveillance Plan. A Quality Assurance Surveillance Plan (QASP) is a systematic method to monitor and evaluate contractor performance for the stated contract. The QASP identifies what is going to be inspected, the inspection process and who will do the inspecting. The results of those inspections will then be used to document contractor performance.

q. Veteran. A Veteran, for the purpose of HCHV programs, is a person who served in the active military, naval, or air service, and who was discharged or released under conditions other than dishonorable and is enrolled or eligible for VA health care under 38 CFR 17.36 or 17.37. An eligible veteran must meet the criteria specified in 38 CFR 63.3 to qualify for benefits under the HCHV program.

r. Bridge Housing. Bridge Housing is transitional housing used for a short term stay, usually 90 days or less, when a Veteran has been offered and accepted a permanent housing intervention (e.g., Housing and Urban Development – Veterans Affairs Supportive Housing (HUD-VASH), Supportive Services for Veterans Families (SSVF), Housing Coalition or other permanent housing option), but is not able to immediately enter the permanent housing.

s. Service Animal. Service animals are defined as dogs that are individually trained to do work or perform tasks for people with disabilities. Examples of such work or tasks include guiding people who are blind, alerting people who are deaf, pulling a wheelchair, alerting and protecting a person who is having a seizure, reminding a person with mental illness to take prescribed medications, calming a person with Post Traumatic Stress Disorder (PTSD) during an anxiety attack, or performing other duties. Service animals are working animals, not pets. The work or task a dog has been trained to provide must be directly related to the person’s disability. Dogs whose sole function is to provide comfort or emotional support do not qualify as service animals under the Americans with Disabilities Act of 1990 (ADA). This definition does not affect or limit the broader definition of “assistance animal” under the Fair Housing Act or the broader definition of “service animal” under the Air Carrier Access Act.

t. Outreach. Outreach is engagement with Veterans who are experiencing homelessness with the goal of connecting them to emergency shelters, housing or critical services, and provides them with urgent, non-facility-based care. Outreach services generally consist of engagement, short-term case management, connection to medical and psychiatric care, and other social services. Evidence of outreach should be documented on the discharge notification and emailed to the COR. This outreach needs to be conducted within 48 hours of the Veterans unscheduled absence.

B.4 PERFORMANCE WORK STATEMENT: Medical Respite

I. BACKGROUND AND OVERVIEW:

The Department of Veterans Affairs (VA) has been providing direct and specialized services for homeless Veterans for 38 years. As part of the Plan to End Homelessness among Veterans, the VHA has been increasing both capacity of existing programs and the services offered under its Healthcare for Homeless Veterans (HCHV) Program. The plan calls for utilizing new models of care not previously offered by VA such as Medical Respite.

Through the HCHV program, VA provides supportive services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. The goal is to seek quality Medical Respite Care and housing services for the most vulnerable and at-risk homeless Veterans and provide a safe, healthy, and secure setting to promote their recuperative care goals and discharge them to permanent housing. Services will be provided to VHA healthcare-eligible Veterans who may be discharging from the VA Hospital or preparing for planned medical procedures, requiring stabilization prior to and after hospitalization. The Contractor shall provide a low-barrier therapeutic and rehabilitative milieu and attendant services to address medical rehabilitation, while targeting the underlying factors contributing to homelessness. The Contractor shall not provide detoxification or other acute level treatment.

Hines VA is seeing an increase in the aging homeless population with Veterans with medical issues requiring recuperative care or those who can benefit from additional accommodations in the residential setting that is offering more than what a traditional shelter could provide. Hines VA sees a need for short-term respite care for Veterans experiencing homelessness for quicker recovery from minor ailment(s) or injuries. The goal is to prevent from worsening symptoms and/or rehospitalization as a result of being street homeless. For the purpose of this solicitation, respite is defined as short-term care that allows Veterans experiencing homelessness the opportunity to rest in a safe environment to recuperate while accessing medical care and other supportive services. Medical Recuperative Care Program is not a substitute for long-term care or skilled-nursing care.

To be eligible for the Medical Respite Program, Veterans must:

· Be eligible for VA health care as determined by the Hines VA

· Be determined by the Hines VA to be literally homeless

· Be assessed by Hines CRS Coordinator and hospital medical staff to have a medical issue that requires recuperative care in a stable environment with medical staff support before or after a medical procedure

· Sobriety or abstinence is not a requirement for referral or remaining in Medical Respite

CONTRACTOR FACILITY & FIRE, SAFETY, AND SANITATION PRACTICES:

Contractor shall maintain site control of the housing facility through ownership or valid lease during the entire contract performance period. Contractor facility must conform to the requirements for all applicable local, State, or Federal licensing standards for residential “board and care” type occupancies or for the type of setting designated by local fire safety officials. The physical building must conform to the standards in the general chapters of the latest edition of the National Fire Protection Association (NFPA) Standard No. 101, Life Safety Code referenced at https://www.nfpa.org/codes-and-standards/all-codes-and-standards/list-of-codes-and-standards/detail?code=101 in effect on the date of contract award. It is important to note that typically the Life Safety Code is more stringent than local or state codes. No additional funds will be made available for Capital Improvements. By signing the SF-1449, contractor certifies that all applicable fire laws are being complied with and there are no recommendations of the fire officials that have not been resolved.

Contractor facility shall be licensed as required for the particular setting under State or Federal authority, and shall meet all applicable local, state, and federal requirements concerning licensing and health codes. Accreditation by Joint Commission, CARF, or COA is evidence of contractor’s internal quality assurance mechanisms and is desirable but not required. Copies of all valid licenses and/or certifications shall be provided to the VA with solicitation response, upon renewal, or upon VA request.

Contractor shall ensure that the facility meets the Americans with Disabilities Act (ADA) guidelines for accessible accommodations for Veterans with physical limitations or impairments. This is also referred to as “Architectural Barriers Act” compliance. At least 5% – 7% of a facility’s HCHV Contracted Residential Care beds shall meet ADA accessibility requirements including entrances/exits, bathroom facilities, and common areas. For example, if a Contractor has 14 beds for the Medical Respite Program in the facility, 1 to 2 of those beds shall be accessible to Veterans with physical limitations or impairments. Veterans with physical disabilities shall not be segregated from the rest of the facility population; they must have full access to the physical facility as well as to the services and facility activities. No additional funds will be made available for Capital Improvements under this contract.

Contractor is required to notify the Contracting Officer and COR at least three (3) days prior to any planned facility changes that could impact the Life Safety Code and other safety features of the facility which were in existence at the time of contract award. The Contracting Officer/COR will notify the VA Fire Safety Officer responsible for the Life Safety Code inspection of the facility, and he/she will review (inspect the facility if required) the proposed changes and provide necessary approval/disapproval of the facility to house veterans during and/or after the proposed changes. Examples of facility changes that require Contracting Officer/COR notification include, but are not limited to, interior finish, corridor partitions/walls, veteran room doors, linen/trash chutes, exits, emergency lighting, fire alarm systems, automatic sprinklers, smoke barrier walls/doors, oxygen systems, compressed gas storage, HVAC, electrical and fuel gas systems.

Contractor shall provide a clean, comfortable, sober, private, safe, and secure environment of care that is accessible to Veterans admitted in the Medical Respite Program 24 hours a day, 7 days a week and a facility that meets the conditions listed below.

Structurally sound facility that does not pose any threat to the health and safety of the occupants and protects them from the elements.

· Facility entries and exit locations that are capable of being utilized without unauthorized use and provide an alternate means of egress in case of fire.

· Each resident is provided an acceptable room or space to sleep that complies with appropriate local, state, and Federal codes and regulations, and is free from contaminations and/or pests, insects, or vermin. Precautions from Infectious Diseases should be considered in general sleeping areas should be considered as a requirement.

· All rooms or spaces are ventilated either naturally or mechanically. The air shall be free of pollutants at levels that threaten the health of residents (testing may be required by VA at no cost to the Government if the COR determines it is warranted, including the costs to correct any deficiencies).

· Water supply is free from contamination and heating and/or cooling equipment is in proper operating condition to maintain safe temperatures.

· Natural and/or artificial illumination is adequate to permit normal indoor activities and to support the health and safety of residents.

· Sanitary facilities are in sufficient number, in proper operational order, and in an acceptable sanitary condition; may be used in private; and are adequate for personal cleanliness and the disposal of human waste.

· Preventative measures, such as frequent use of 60% or greater alcohol-based sanitizers, increased cleaning of surfaces (ex: workstations) and communal areas, should be in place to prevent the spread of infectious diseases.

· Sufficient electrical sources are available to permit use of small electrical devices while assuring safety from fire.

· Housing facilities and equipment are maintained in a sanitary manner free from pests, insects and vermin. No additional funds will be made available by the VA under this contract in the event corrective action is required to remedy a negative condition. For example, the Contractor would be responsible for alleviating a bed bug infestation by hiring an exterminator at its own expense. Contractor shall ensure that it has sufficient operating funds, in addition to VA payments, to maintain the facility according to the requirements of the contract.

· Designated on-site private office space must be available for the Hines HCHV CRS Coordinator or Designee. The office space shall afford the Hines HCHV CRS Coordinator or Designee and Veterans privacy and confidentiality when meeting.

· Functional automated external defibrillators (AEDs) shall be available on-site at all times and contractor staff shall have the knowledge and ability to operate the device.

· Internal and external safety and security methods and procedures must be addressed minimally by the provision of:

· Security staff or system on-site 24 hours a day, 7 days a week.

· Secured, monitored entry into the facility.

· Operational cameras in common areas and at the entrance for better monitoring, especially at night.

· Sufficient lighting outdoors and around external perimeter of the facility.

Contractor shall provide an environment that supports the safety, security, and privacy of all Veterans. All Male and Female Veterans shall have separate accommodations for bathroom facilities to ensure an acceptable level of privacy for personal hygiene and grooming. Female residential rooms or sections shall be securely segregated or restricted from men to ensure safety and privacy. Privacy and confidentiality dictate that staff may not share any information about one patient with another without express permission. Residents should also sleep head-to-toe and use temporary barriers between beds, when possible.

Contractor must be able to show evidence that food is prepared, served, and stored under sanitary conditions. Sanitary procedures shall be established and maintained for washing dishes, cleaning equipment and work areas, and for proper waste disposal. Personnel responsible for food preparation, serving and storing food shall have either a license or other comparable certification to perform these duties.

VA must conduct a facility inspection prior to the award of a contract and has the right to, at any time, inspect the contractor’s facility and all appurtenances to determine whether standards are maintained, and that adequate care is being provided. The contractor will be notified of the findings of the inspection team. A contract may not be established until noted deficiencies are corrected. VA will not incur any costs associated with correcting deficiencies.

II. SERVICES TO BE PROVIDED

I. GENERAL RESPONSIBILITIES: The contractor shall provide sufficient facilities to accommodate Veterans with residential placement which will involve:

a. Sufficient staff in number and position with the qualifications necessary to carry out the policies, responsibilities and programs of the facility.

b. Qualified staff to implement recuperative care model such as Nurses on-site for no less than 35 hours per week. Additional hours may be necessary, commensurate with the needs of each Veteran.

c. Safe, secure, housing that includes laundry, kitchen, activity room and restroom facilities that can accommodate gender and use of common areas

d. Same day placements

e. Three meals a day including snacks which include alternative food for Veterans and dietary restrictions

f. Linkage to Permanent and Transitional housing with the ability to step up or down Veteran’s level of care

g. Enhancement of independent living skills

h. Medical Services and oversight to include assistance with Activities of Daily Living (ADL)

i. Harm Reduction Intervention and Housing First approach

j. Staff member available 24 hours/7 days per week who is capable of medication management and education and available to respond to emergencies on the premises 24 hours per day, 7 days per week.

k. Case management services on-site for no less than 35 hours per week. Additional hours may be necessary, commensurate with the needs of each Veteran.

l. Mental Health Services provider is available for assessment and provision of interventions, referrals, and monitoring of mental health conditions, as clinically indicated.

m. 24/7 residential staffing on-site.

n. Additional miscellaneous staffing structure for meeting this level of care, (i.e., nutrition, security, facilities, etc.) must be submitted with offers.

The contracted Medical Respite Program will offer services to male and female Veterans who require recuperative medical care stabilization due to sickness, injury preparation for and/or recovery from inpatient hospital care. It is understood that Veterans to be served under this contract will require care and services above the level of room and board.

The contractor’s staff will provide therapeutic rehabilitative and recovery services, which shall be determined according to the needs of the Veteran through a nursing and biopsychosocial intake assessment. The intake assessment shall include the identification of the Veteran’s biopsychosocial needs that will inform the development of the individual service plan (ISP) for the Veteran. Contractor shall be capable of same day placements. Unexcused absences of any Veteran from the facility in excess of forty-eight (48) consecutive hours will not be reimbursable except with prior approval of the COR. Hospital stays are reimbursable for up to seven (7) days. Negative drug screens will not be a requirement for admission.

II. RECUPERATIVE MEDICAL CARE: The contractor shall provide Veterans with recuperative medical and mental healthcare in accordance with the plan of care developed by VA referring healthcare providers. The contractor will provide an on-site Registered Nurse or Licensed Practical Nurse (RN/LPN) who is licensed by the state of Illinois and in good standing with the licensing board, no less than 35 hours per week assigned only to Veterans enrolled under this contract. Additional hours may be necessary, commensurate with the needs of each Veteran.

a. The RN/LPN will provide education and assistance with medication management and treatment compliance within the scope of practice for nursing. The RN/LPN will support coordination of care with VA providers and the VA CRS Liaison to ensure for continuity of care. Veterans will also receive health education in areas such as sleep, nutrition, coping with chronic illnesses and pain management. The RN/LPN will monitor vital signs and follow up with VA medical staff as appropriate. Veterans will be assisted with the use of VA telehealth as needed through the use of the contractor’s equipment. The RN/LPN will oversee and assist with coordination of Veteran participation in in-home health care and outpatient services to address varying recuperative needs (i.e., Physical Therapy, Occupational Therapy, Wound care, etc.).

III. CASE MANAGEMENT SERVICES: The contractor shall have a Case Manager assigned to Veteran residents and on-site at least 35 hours per week. Additional hours may be necessary, commensurate with the needs of each Veteran. The contract Case Manager shall be responsible for the intake assessment of Veteran residents to develop a plan of care with consultation of the Veteran and VA staff. Therapeutic and rehabilitative services to be provided include but are not limited to the following:

a. A thorough written individual service plan (ISP) will be developed within 72 business hours of admission for each Veteran. This will include structured individual case management, at minimum, weekly referral to including counseling on self-care skills, adaptive coping skills, financial planning, long-term RN/LPN transitional and permanent housing referrals, written care plan, referral for financial benefits. Additional counseling may include professional and vocational rehabilitation counseling, in collaboration with VA programs and community resources.

b. Weekly scheduled visits with each Veteran resident and open office hours to discuss progress toward goals established at intake. Case Managers should possess the ability to respond to crisis situations with Veteran residents and provide access to emergency care as needed.

c. Structured group activities, as appropriate, shall occur two times per month…